How to Run: By Name List Report - Balance of State CoC

This article will review how to run the BusinessObjects custom report,  "By-Name List of People Experiencing Homelessness".  This report will be used for case conferencing, status review, flow
through the Coordinated Entry system, and for visibility and/or data issues.  This report is only available to HMIS users with a BusinessObjects reporting license.

This article is specifically for NC Balance of State CoC Coordinated Entry

 

Accessing the report

1. Open BusinessObjects by clicking on Connect to BusinessObjects (located in the upper right-hand corner of the screen) or by clicking the Reports tab from the main menu and then click on the BusinessObjects button.
   
   
   
2. Click the Folders button to navigate to a list of available reports.
   
   
   
3.  Click Public Folders
4. Click hmisncceh_live_folder
5. Click Provider Specific Folders
6. Click NC-503 Balance of State.   All the available reports will appear in a column to the right.
7. Locate the row displaying the report "By-Name List of People Experiencing Homelessness- BoS v4 CE Data elements"
8. Click the three-dot icon ( ... )  along that row, from the column on the far right of the screen
9. Select Schedule
   
   

*A larger image is available by clicking on "BNL location.png" image that is attached to the bottom of this article*

 

Scheduling the report

Once the desired report has "schedule" selected, the screen will refresh and populate the scheduler screen. Two tabs that need to be completed: General (for the instance details such as name, save location, and frequency) and Report Features (for format and reporting prompts)

1. From the "General Tab", update the report Title to something recognizable and distinguished from other reports (ex: BoS BNL - Region 12 - 6.1.2024)
2. Under "Delivery Destination", click Add  
   1. 1. 1. In the popup that appears, check the box next to BI Inbox. Do not adjust any other settings.
         2. Click Confirm
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3. Under "Recurrence", select Once from the "Report Run" dropdown menu
4. Select the report run Start Date. This date should reflect when the report should begin to create the report. Usually, this date is the current date or a date in the near future.
5. Select the report run End Date. This date should reflect when the report should stop attempting to create the report. Usually, this date is the same as the report run Start Date
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6. Click on the Report Features tab to open the next screen for selecting the report format and the reporting prompt parameters.
7. Select Excel - REPORTS from the "Formats" dropbox menu
8. Click Edit Report Prompts. This could take several seconds to a few minutes to load!

• • Edit Prompts:
    • EDA Provider: Select the Coordinated Entry project or leave as default for CE Access Projects
    • Enter Effective date: Same date as the Report End Date prompt
    • Provider Group: Select the regional coordinated entry group or CE Access Project-specific group
      
    • Report Start Date: Enter the first day of the reporting period
    • Report End Date: Enter the last day of the reporting period (often the current date)
    • NC County of Service: Leave blank for all counties or enter any counties to filter results
      
    • Enter CE Provider(s): Select the Coordinated Entry project
      
    • Length of Stay Lookback Date: Select the date that is 3 years prior to the Report Start Date

1. • •  
2. Once the prompts are edited, click Apply 
3. Click Schedule

Downloading the scheduled report

1. From the BI Launch Pad (main dashboard), click the BI Inbox 
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2. Once the screen has refreshed, click on the desired scheduled report from the menu on the left.
3. Click View to download the document to your computer.

 

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